GRANTS ADMINISTRATOR II (Pre-Award Specialist)

Scripps Research • San Diego, CA

3d • Onsite

About The Position

The Grants Administrator II – Pre-Award Specialist reports to the Calibr Associate Director, Grants and provides professional-level administrative expertise and project management for preparing and reviewing grant and contract applications. The role coordinates submissions through sponsor portals, working with administrative support staff, faculty, and other stakeholders to refine proposal components such as budgets. It ensures applications comply with sponsor guidelines, maintains accurate submission records, and submits a range of applications, including competing proposals, revisions, continuations, foundation submissions, contracts, and sub-awards. The position also supports record keeping, renewals, supplements, amendments, and subcontracts.

This position is based on site at the La Jolla campus. The role includes coordinating pre-award applications and document submissions, advising scientists on funding, reviewing award documents, and analyzing funding trends and budgets. The position reports to the Calibr Associate Director, Grants.

Requirements

• Bachelor’s degree or an equivalent combination of education, training, and experience.
• Minimum of 3 years of experience in a pre-award grant and contract administration office, with responsibility for independently preparing and submitting proposals.
• Professional demeanor and solid analytical, verbal, and written communication skills.
• Familiarity with financial information systems and grant applications and awards, and a thorough understanding of generally accepted accounting principles and NIH accounting guidelines.
• Skill and accuracy in detailed review of grant and contract documents.
• Critical administrative analysis and effective time-management skills to organize and prioritize work, anticipate problem areas, and seek timely action.
• Strong computer skills, including word processing, PowerPoint presentations, web searching, downloading, reporting, database manipulation, intermediate Excel skills, and knowledge of Excel.
• Ability to work independently, manage several projects simultaneously within tight timeframes, and excel in a collaborative environment.

Nice To Haves

• Experience with Streamlyne research administration software and Workday ERP.

Responsibilities

• Coordinate all aspects of pre-award applications and document submissions, working with management, grants management, research staff, faculty, and other stakeholders to assess proposal practicality and refine or develop budgets, documents, and subcontracts.
• Coordinate and lead weekly proposal check-in meetings with PIs, program managers, grants management staff, and the science communications team.
• Review grant application documentation for accuracy, reporting requirements, allowable costs, institute guidelines, and special conditions before internal review.
• Ensure applications meet animal protocol, human subjects, and subcontract requirements when applicable, and request documents or revisions as needed.
• Record grant data and documents in the electronic grants management system for internal review and update internal grant tracking worksheets.
• Develop and maintain knowledge of funding agency and institute requirements, regulations, and electronic proposal submission processes.
• Maintain current knowledge of federal, foundation, and sponsor regulation changes affecting pre-award grant submissions.
• Communicate NIH and other funding agency guideline revisions to laboratory and grants management staff.
• Review and approve award documents for accuracy and completeness.
• Analyze current and historic funding trends, forecast expenses and revenues, estimate payroll costs and other expenditures, and identify budget deficiencies.
• Provide moderately complex advice and counsel to scientists regarding funding.
• Perform other duties as assigned.

Benefits

• Eligibility for retirement plans with employer contribution.
• Health and welfare plans, including three medical plan options (one with an HSA option), dental, vision, life insurance, disability insurance, and an employee assistance program.
• Access to flexible spending accounts for medical and dependent care.
• Competitive vacation and sick leave policies.
• Free on-site counseling services for benefits-eligible employees and their family members.
• Free on-site parking.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level